Administrative Services Officer

Job Posting Organization:
The United Nations Relief and Works Agency for Palestine Refugees in the Near East (UNRWA) was established by the United Nations General Assembly in 194

• Its primary mission is to provide assistance and protection to approximately 5.8 million registered Palestine refugees. UNRWA operates in Jordan, Lebanon, Syria, the West Bank, and the Gaza Strip, focusing on helping these refugees achieve their full potential in human development while awaiting a just resolution to their situation. The agency is the largest UN operation in the Middle East, employing over 30,000 staff members and is funded almost entirely through voluntary contributions from UN member states, regional bodies, business foundations, and individual donations. UNRWA is committed to making a tangible difference in the lives of one of the most vulnerable communities in the world, and it seeks individuals who are passionate about contributing to this mission.

Job Overview:
The Administrative Services Officer is responsible for overseeing the onboarding process for newly recruited international staff and personnel at the Agency level. This includes coordinating with the Human Resources Department, cross-functional teams, and various stakeholders to streamline onboarding procedures. The incumbent will analyze existing onboarding processes to identify areas for improvement, cost savings, and to expedite the overall onboarding experience. The role also involves tracking onboarding progress, preparing reports for management review, and developing standardized onboarding plans and protocols. The officer will ensure a seamless onboarding experience by connecting new hires with their respective departments or field offices and facilitating their proper installation at the duty station. Additionally, the officer will manage budget planning and financial control processes, prepare operating and project budget estimates, monitor budget expenditures, and assist in developing procedures for accurate financial reporting. The position requires effective coordination with the Human Resources Office on various administrative activities, including recruitment, performance appraisal, and staff separation. The officer will also oversee procurement operations, maintain relationships with vendors, and support protocol and meeting arrangements with donors and government officials. The role demands strong analytical skills, excellent drafting abilities in both English and Arabic, and proficiency in MS applications used within the Agency.

Duties and Responsibilities:

• Oversee the onboarding of newly recruited international staff, coordinating with HRD and other stakeholders to streamline processes.
• Analyze onboarding procedures to identify areas for improvement and cost savings.
• Track onboarding progress and prepare reports for management review.
• Develop and implement standardized onboarding plans and protocols.
• Ensure a seamless onboarding process by connecting new hires to respective departments.
• Manage budget planning and financial control processes, including preparing budget estimates and monitoring expenditures.
• Coordinate with Human Resources on recruitment, performance appraisal, and staff separation.
• Administer contracts for Individual Service Providers and Limited Duration Contracts.
• Assist staff members during onboarding and separation. 1
• Translate documents from Arabic to English as required. 1
• Oversee procurement operations and maintain vendor relationships. 1
• Prepare yearly procurement plans and handle logistical operations for tenders and purchasing orders. 1
• Support protocol and meeting arrangements with donors and government officials. 1
• Compile and analyze statistical data and maintain comprehensive filing systems. 1
• Assist in the administration of fellowships and grants, and manage logistical preparations for workshops and conferences. 1
• Supervise Administrative Assistants, providing guidance and training. 1
• Support the development and reporting of Agency-wide 'Greening of the UN' initiatives.

Required Qualifications:

• A first university degree from an accredited educational institution in business administration, finance, human resources, or a related field.
• At least five years of responsible relevant work experience in administrative support, procurement, human resources, finance, or related functions.
• A minimum of two years of experience in a large international, governmental, or non-profit organization, utilizing computer-based financial systems.
• Very good drafting skills in English and Arabic.
• Excellent computer skills, particularly in MS applications used by the Agency, such as Word, Excel, Internet Explorer, and Outlook.
• Knowledge of protocol norms is an advantage.

Educational Background:
Candidates must possess a first university degree from an accredited institution in fields such as business administration, finance, human resources, or a related area. This educational background is essential for understanding the complexities of administrative services and human resource management within an international organization.

Experience:
Candidates are required to have a minimum of five years of relevant work experience in administrative support, procurement, human resources, finance, or other related functions. This experience should include at least two years in a large international, governmental, or non-profit organization, where the candidate has utilized computer-based financial systems. This level of experience is crucial for effectively managing the responsibilities associated with the Administrative Services Officer position.

Languages:
The mandatory languages for this position are English and Arabic, both of which are required at UN Level III proficiency. This includes reading, writing, listening, and speaking skills. Proficiency in French is considered an asset but is not mandatory. Candidates must demonstrate their language skills according to the UN Language Framework, ensuring effective communication within the diverse environment of the United Nations.

Additional Notes:
This position is a Fixed Term Appointment for one year, with the possibility of extension based on funding availability and satisfactory performance. The monthly basic salary for this role is JD 997.30, with additional benefits including a monthly Provident Fund contribution, compulsory medical insurance, and 30 days of annual leave. Other benefits include sick leave, maternity leave, and paternity leave. The vacancy is open to internal candidates only, and applicants must reside in Amman and have authorization to work in Jordan. The Agency will not facilitate work permits, and the appointment may be rescinded without a valid work permit. The incumbent may be required to travel within the Agency’s operational areas and may need to work outside normal duty hours. Preference will be given to registered Palestine refugees and candidates who support the Agency's commitment to gender parity. Applications must be submitted through UNRWA's online e-recruitment system, and only fully completed applications will be considered. The Agency emphasizes the importance of providing accurate information in applications, as any misleading information may lead to disqualification.